Diane and I are very proud of the fact that in over five years of hauling freight, we have never had a freight damage claim; not just a claim that was never paid, but no claim ever made. That is due in part to not skimping on equipment like straps, load bars, pads, rows of E track, etc.; and not failing to use them on every load.
There are a few shippers that do not permit cameras on their loading docks. Otherwise, we photograph every load at the pickup, before the door is closed and the seal (if any) is put on.
Organizing the pictures is haphazard. Every photo we shoot is stored in a folder entitled "2008-09-04 Road Pics Through This Date" (using today's date as an example). When the camera gets full or near full, we create a new folder, name it for that day's date and dump the photos into it. With this naming method, the computer automatically sorts multiple folders into date order.
These "raw" photos are archived using the default file names the camera puts on them. Anything we do with the photos after that is done to copies made from the "Through This Date" folders.
If a freight damage claim was ever made, the claim would state the date of the run. It would be easy to retrive the relevant photo by date reference.
If you wanted to be more precise, you could save the photo in a "Freight" folder, naming the file with the run number. Since freight damage claims are a non-event for us, we don't invest that time. Any time we would spend on a claim would be spent going through a folder or two to find the photo after a claim was made.
It is important to photograph not just the freight after it is secure in your truck, but other items too, from time to time. Poorly wrapped freight sitting on the dock, damaged freight (crushed corners, rips, punctures, etc.) and any tell-tale devices like tip meters, shock detectors, etc. should be photographed too. Also, if you have any concerns at all, you can further document them by sending info in on the Qualcomm and by stating your concerns on your departure call which you make with every load and is recorded.
From what I have heard from other drivers, FedEx Custom Critical does not easily roll over and pay freight damage claims. If you can provide information by photo, and especially by good notations on the bill of lading that the shipper and/or consignee signed, the claim will be resisted.
Let me go on to share a story about one of the smartest young drivers I have ever met on the road. He followed us into a rest area to ask directions and also to show us his freight. Clearly, he was worried. Though he didn't need to be.
He had gone into a moving company warehouse to pick up the freight. They asked him to sign the bill of lading right away. He (wisely) refused, saying he needed to see the freight first. They then showed him to what was essentially a pile of rubble that had previously been one of those giant chandeliers that hang in hotel ball rooms.
He called dispatch, reported it, and asked if he should take the load. Dispatch said yes but also told him to document the condition on the bill of lading and have the shipper sign it. Diapatch also made notes off his telephone call, and, of course, the call was recorded. He took the load and got paid for it. As far as I know, no claim was made or paid.
This was a case where the moving company had destroyed someone's freight and was trying to pass it off on someone else. That young driver did us all proud that day. It is unlikely the moving company will call FedEx Custom Critical again in an attempt to bury their misdeed.
What if the shipper refuses to admit you to the dock before you sign the paperwork? That has happened to us a couple times. The solution is the same.
Note it on the paperwork. Notify dispatch. Write something like "Driver prohibited from seeing and inspecting freight before dock access was granted. Signiture on BOL required beforehand. Dispatch notified." and have the shipper sign, making sure to get the name of the person signing and making sure it can be read.
I believe our carrier will go to bat for its contractors and drivers if a freight damage claim is made. But the more information you can give about each load, the better off you will be if a claim is ever made.
It is EASY to take a quick photo and jot down a few notes. Get in the habit of inspecting each load each time. Resist the urge to get loaded and get going. Take a breath. Take an extra few minutes. Walk around the freight. Read the labels. Note the condition. Put your hands on it. Jiggle it. Smell it. Look it over; top to bottom and all around.
